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Contractor Travel & Administrative Coordinator - Santa Ana, CA  req16657 in Santa Ana, CA at Quest Diagnostics

Date Posted: 12/30/2018

Job Snapshot

  • Employee Type:
  • Location:
    Santa Ana, CA
  • Job Type:
  • Experience:
    Not Specified
  • Date Posted:

Job Description

Work Schedule: M-F 8a-530p (to be formalized after hire) expected to be 8 hour days 5 days a week. Emergency support to contractors over the weekend/after hours may be required

Look for more than answers. Patients and Physicians rely on our diagnostic testing, information and services to help them make better healthcare decisions. These are often serious decisions with far reaching consequences, and require sensitivity, tact and a clear dedication to service. It’s about providing clarity and hope. 

You will work for the world leader in the industry, with a career where you can expand your skills and knowledge. You’ll have a role where you can act with professionalism, you can inspire colleagues, and you can care about the work we do and the people we serve. 

At Quest, we are on a continuous journey of discovery and development. It’s this attitude that has made us an industry leader and the #1 Diagnostic Lab in the US. For those joining us, we offer exciting and fast moving career opportunities where you can affect change at a rate unheard of in many organizations of our size and scope. While we invest in and develop technology to drive our innovations, our ongoing success relies on our people. 

Basic Purpose:

The primary role of the Contractor Travel and Relations Coordinator is to manage and book all travel accommodations for the network of 2,000+ independent contractors who support in-home as well as company-site based health risk assessments on behalf of the MedXM division of Quest Diagnostics. This position also provides administrative support to the MedXM executive staff.

Duties and Responsibilities:


•       Manage and book all travel accommodations for independent contractors , including delivery of contractors itinerary through email, using 3rd party vendor sites

•       Responsible for making changes, addendums, refunds, and cancellations for all subcontractor travel

•       Adhere to corporate guidelines of standards of travel, including budget constraints, quality of hotel properties, partnering with various travel companies to supply services to our clients (including corporate contacts for commercial vendors such as Hertz and Avis)

•       Responsible for managing invoicing and reconciliation, and enforces the Travel Guidelines when booking travel

•       Utilize the corporate credit card to maintain accurate records of purchase for all clients which includes keeping a master tracking grid up to date with accurate records to ensure accurate
reconciliation at month end

•       Ability to take off hours phone calls for travel escalations and fixes when needed

Administrative Support:

•       Help manage external contacts for VP, proactively understanding who they are, which are priority contacts and keeping track of periodic communication needed.

•       Coordinate with MedXM Business Leaders and ensure their time sensitive and critical business issues are brought to the attention of the VP and actioned as required.

•       Help manage the daily schedule of VP, ensuring that he knows the schedule 24 hours in advance and keeping appointments and meetings on time or changing schedules when necessary

•       Develop and maintain a system that alerts to upcoming deadlines on incoming requests or events, including corporate operating rhythms.

•       Manage team travel arrangements and proactively coordinate the pre-planning of trips with various internal functions, including arranging appropriate travel, visas, agendas and necessary contacts, country information, marketing materials, and other necessary preparations.

•       Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.

•       Handle confidential information in a professional and discreet manner.

•       Ensure that various administrative tasks are completed in an effective and efficient manner, including copying, reviewing outside mail, drafting correspondence, screening phone calls when requested, and maintaining executive files as needed.

•       Process and maintain expenses. 

•       Other duties may be assigned by MedXM leadership team.

 Supervision Exercised: 



   •       Bachelor’s degree from an accredited college or university preferred or equivalent experience
•       5 years+ relevant experience; past corporate travel coordination or booking experience preferred

•       Ability to demonstrate effective customer service behaviors, including strong written and verbal communication (including excellent phone skills)

•       Must be highly organized with strong attention to detail

•       Demonstrated ability to handle confidential information appropriately.

•       Highly proficient in the following software programs: (Word, /Excel/PowerPoint, databases).

Excellent written and verbal communication skills, with strong attention to detail.
Ability to stay focused, efficient, and effective in managing multiple priorities.
Professional demeanor and ability to defuse emotional situations in a calm manner.
Strong interpersonal skills and good judgment.
Proven ability to work independently to achieve accomplishments.
Ability to communicate effectively with all levels of employees and outside contacts.
Professional maturity, energetic, with a ‘let’s roll up our sleeves’ attitude
Proven ability to effectively collaborate with internal team, cross-functional team, and external parties in a rapidly growing, entrepreneurial environment
Ability to provide after hour and flexible support a must.